Presentation on theme: "Federal Work-Study Student Orientation"— Presentation transcript:
1Federal Work-Study Student Orientation Fall Spring 2012
2Federal Work-Study (FWS) Program Contact InfoCampus Location:1135 Lee BuildingMail:0102 Lee BuildingPhone:(301)Fax:(301)Website:Who to Contact :Lisa TranFinancial Aid Counselor/ FWS Program CoordinatorJemika HansberryFinancial Aid CounselorHeather HeckFWS Graduate Assistant
3General Financial Aid Services: Office of Student Financial Aid Mail:0102 Lee BuildingURL:Is this slide necessary?Financial Service CenterService:1135 Lee BuildingPhone:
4Overview of Federal Work-Study Program Need-based aid programFunded by the Federal GovernmentYou must work to earn the fundsNo funds are given upfront to your student accountEarned through employment with on-campus employersBi-weekly paychecks given directly to studentsOpportunity for Professional DevelopmentNot sure if this is clear/necessary to tell studentsEmployer benefits:Free employees for most campus employersAuxiliary service units and federal government employers pay 25%
5Student Benefits Creates additional job opportunities NetworkingFosters professional developmentFuture professional referencesFlexible schedulesConvenient campus locations (mostly)
6Student BenefitsFWS earnings DO NOT count against your financial need:FWS earnings are ignored when calculating student contribution and overall Expected Family Contribution (EFC) for NEXT year’s financial aidThis means you earn income without negatively impacting your opportunity to receive need-based aid NEXT yearWrite FWS earnings on the FAFSA as outlined below:Enter FWS Earnings Here
7Financial Aid and Federal Work Study Application Process Must reapply for all need-based aid every January by submitting FAFSA form.FAFSA for upcoming academic year available after January 1Priority deadline:FAFSA should be received by FEBRUARY 15Indicate interest for participation in FWS program on the FAFSA
8FWS Award ProcessThe Office of Student Financial Aid (OSFA) awards FWS with other need-based aid through automated online packaging through Testudo.Must demonstrate financial needFWS funds are limited. Not all eligible students will receive FWS, especially if FAFSA received lateNo guarantee that you will be eligible for FWS in future years if you receive FWS one year
9FWS Award Notification Process Student awarded with financial aid packageFWS Award is part of packageMust accept FWS award on TestudoReview the FWS Work Authorization formAvailable from the “My Documents” section of TestudoWork Authorization form has instructions that will tell you to search the on-line FWS job listings and apply to employers
10Standard Fall/Spring Award Amounts Regularly Admitted Students: Freshmen - Seniors$2,000Freshmen Connection$2,200Pathways Work Grant$3,024
11Students with a Pathways Work Grant The financial aid award package includes:FWS awardPathways GrantYou apply to jobs just like any other FWS studentYou must earn FWS in order to keep Pathways GrantGuideline to find a job by end of OctoberSlightly different restrictionsMUST work between 5-10 hours per weekPathways Work Grant students are not eligible for increases in FWS awardsAll other FWS guidelines apply
12GA Pathways Not obligated to participate in FWS program May not remove FWS award from financial aid awards
13Award PeriodsFWS is awarded for a limited, specific, award period (the award period is listed at the top of the Work Authorization form)Fall 2011-Spring 2012 award period is from August 21, May 19, 2012When the period is over, you must stop earning FWS funds until you receive a new FWS awardYou may continue earning from non-FWS employer funds (at the discretion of your employer)Took the following information out because it all appeared to be on later slides:Fall/Spring award period:Award period is from August 21, 2011 – May 19, 2012Winter award period:You may earn funds from your Fall/Spring awardBut these funds will be subtracted from your Fall/Spring award, giving you less funds to earn during the spring semesterSummer Award periodSeparate application and award processCannot use Fall/Spring award during summer
14Fall/Spring Award Period Fall-Spring awards may be earned during fall, winter and/or spring semestersAny amount not earned during the fall semester is automatically available to be earned during the winter and spring semestersWinter period:If you are not enrolled in classes during winter break, you may work up to 40 hours/week earning your Fall/Spring FWS FundsAny amount earned during the winter break will result in less available funds to earn during the spring semester
15Summer Award PeriodSeparate application and award processes are used to determine Summer FWS awardsIf you are unsure whether you are eligible for or have been awarded summer aid, during the month of April
16About FWS Jobs Over 90% of jobs are with on-campus employers On-campus job categories:Accounting, Computers, Office/Clerical, Research/Lab, Student Services, Specialized, TutoringTwo federal government employers:National Archives & Federal Emergency Management Agency (FEMA)America Reads/America Counts Program:UM students tutor local elementary school childrenCommunity Service – Several campus employers meet FWS definitions of community service
17How to Apply for FWS Jobs Find the jobs that interest you the mostContact employers about the positionThe listing on the web site indicates preferred application methodProvide employer with cover letter and resume tailored to the job positionEmployers choose who they want to hireSet up a mutually convenient time for a job interviewDuring the interview: sell employer on your skillsFor additional tips regarding the job search process, please visit the Career Center’s Student Employment Center atContact the FWS office for job search assistance
18Job Search Process Primary way to find a FWS job: All openings are posted on FWS web siteSearch these listings and apply to employersSecondary ways to find a FWS job:The UM Career Center sponsors Fall and Spring part-time job fairsSome employers also advertise by flyers and word-of-mouthWe offer job referrals to students who have problems finding jobs on their ownIs the UM Career Center job fair for FWS students or for non-fws?Removed the Career Schedule below – does this change every year? Can we provide them with the link instead?Wednesday, September 29 (Day 1) • 1:00pm - 6:00pm - OPEN: "Arts, Journalism, Communications & Business" Room - OPEN: "Public Administration, Human & Social Services" Room - FULL: "Science, Technology, Engineering & Math" RoomThursday, September 30 (Day 2) • 1:00pm - 6:00pm - OPEN: "Arts, Journalism, Communications & Business" Room - OPEN: "Public Administration, Human & Social Services" Room - OPEN: "Science, Technology, Engineering & Math" RoomFriday, October 1 (Day 3) • 10:00am - 3:00pm - OPEN: "Arts, Journalism, Communications & Business" Room - OPEN: "Public Administration, Human & Social Services" Room - OPEN: "Science, Technology, Engineering & Math" Room
19Job Categories Job Category Description Accounting Positions involving accounting/bookkeeping tasks to support accounts payable/receivable, payroll, timekeeping, auditing, or other accounting functions.America Reads/America Counts JobsPositions include mentor/tutor in math or literacy to Prince George’s County elementary school children.Computers/ITPositions related to computer operations, web design, hardware/software maintenance, and/or providing instruction on the usage of software programs.Federal Government JobsPositions with the National Archives or Peace Corps.General LaborPositions in facilities operations/maintenance/security.Office/ClericalPositions involving general office work such as data entry, copying, sorting, filing, answering phones, faxing, word processing, greeting students/visitors, running errands, and/ or preparing bulk mailings.Research/LabPositions requiring assistance with laboratory activities including preparing, collecting, logging, and labeling specimens as well as cleaning, sterilizing and stocking lab equipment.TutoringPositions involve providing individual/group instruction to children and/or adults in 1 or more topics.
20Forms to Bring to Your Interview A print out of your Financial Aid Award PageFWS Work Authorization formCopy of your class scheduleProof of citizenship (usually a driver’s license and Social Security Card)A Potential Work scheduleYour Resume and a list of references
21Accessing Your Financial Aid Award Page Financial Aid Award Page from “My Awards”Can we get an updated picture of what this will actually look like?
22FWS Work Authorization Form What: The Work Authorization form recognizes your employment in the program and allows you to earn your FWS award. It becomes part of your financial aid record and the personnel file that is kept by your employerWho: Both you and your employer must complete and sign the form and submit it to the FWS officeWhere: It is printable from “My Documents” in TestudoWhen: A new form is required for each position you hold and for each new award period. It must be submitted to OSFA before you begin workingHow: Mail, fax or drop it off (see contact info on slide 2)
23Additional Copies of Work Authorization Form are available 1. Work Authorization forms are printable from Office of Student Financial Aid website:Click on the “Printable Forms” link then scroll down to the “Federal Work-Study Forms” section-OR-At under the “FWS Work Authorization Form” linkGo to Financial Service CenterLee Building, Room 1135Not sure if these directions will change with the website updates??
24FWS Award Cancellation Once you submit required forms to your employer, you must also submit the required FWS authorization form to FWS office BEFORE you begin workingWhy? Because we use the FWS Work Authorization form to verify that you have found employment with a certified FWS employerFailure to submit your Work Authorization form prior to your employment start date may result in cancellation of your awardIf you decide to voluntarily cancel your award:You may decline the award through Testudo if you have not already accepted itIf you have already accepted your award, please submit your request in writing toIf your award is cancelled, it cannot later be reinstated!!
25How Your Pay Rate is Determined Employers set pay rates based on the complexity of the job and the qualification of the applicantPay rate is NOT based on your FWS award amountRates of FWS students should be similar to non-FWS students, but more experienced employees can receive higher payFWS handbook lists job classifications and recommended pay scales
26How Many Hours Should I Work Per Week? If enrolled full-time, you may never work more than 20 hours while classes are in sessionIf enrolled part-time, you must request permission from FWS office to work more than 20 hours while classes are in sessionBreaks:You can work up to 40 hours per week during breaksYou can NEVER work more than 40 hours per week!You can never work over timeYou may have an FWS job and a non FWS job, but you can only work a maximum of 20 hours a week between the two
27Payroll ProcessingStudent must record work hours online through University Payroll Human Resources website:If not already on UM payroll, it usually takes at least 3-4 weeks to receive first UM paycheckDirect deposit is recommended but takes longer to set up so expect your first payment to be a paycheckIf you encounter payroll delays of problems, please contact your supervisor or employer payroll officer
28Earnings Fraud You may only be paid for hours worked If any student intentionally submits fraudulent time cards or time sheets to their employer we will notify the UM Judicial Affairs office
29About FWS EarningsNo funds are released up front or directly to university billYou will receive bi-weekly paychecks for the hours you workYou have no obligation to earn the funds, but:No work = no payAny unearned funds are forfeited at end of the award periodEarnings are subject to Federal and State taxesYou will receive W2’sFor additional tax filing information (i.e. Tax guide- Publication 17) go to or consult a tax advisorEarnings are FICA exempt if you are enrolled at least ½ time
30Tools to Manage Your FWS Award 2 tools to monitor your award available on the FWS Website:‘How Many Hours Can I Work?’To help figure out how many hours you can work per week to earn awardTo help figure out the maximum hours you can work so that you can continue to earn FWS award through the year‘How Much Do I Have Left?’To help calculate how much you’ve earnedTo help calculate your last day of work
31Award Earning LimitsYour FWS award establishes a MAXIMUM earnings per award periodEarnings per semester do NOT matter as long as total Fall/Spring earnings don’t exceed your Fall/Spring award fundsYou may work during the winter semesterFunds earned during this time will be subtracted from your Fall/Spring awardTotal summer earnings cannot exceed summer awardFWS Program office will send notification of your award earning statusYou will receive an when you have earned over 65% of your awardShould this slide list something about winter earnings?
32Appeals for FWS Award Increases If you plan to work throughout the school year, you must budget your work hours accordingly so that your earnings do not exceed your award amountIf your earnings are approaching your award amount, you may:Appeal to the office for an increase in your awardOr request to be switched to your department’s payrollAppealing for an award increase will NOT guarantee you sufficient fundsGraduate students are never automatically offered FWS. They must always appeal to be considered. Total aid cannot exceed educational costs, and most prefer all loans and no FWS
33What if you run out of FWS funds? You must terminate employment for that FWS award period-OR-Your employer must start paying you from their own Departmental Labor and Assistance funds
34Restrictions on Earning FWS Funds You can never work during scheduled class timesYou must maintain the required enrollment of 6 creditsYou cannot work after graduatingYou can only have one FWS job at a timeHourly employees do not receive:Sick pay, paid breaks, unemployment benefits, vacation pay, or pay when university closes due to weatherYour employer can require 30 minute break after 5 hours workSee Work Authorization form for details
35Payroll FAQ When will you get your first paycheck? If this is your first time working for a department, you will receive your first paycheck approximately 4 weeks after you start workingWho will give you your paycheck?Your paycheck will (in most cases) be direct deposited to your bank account. If not your employer will have your check.How much money will you make?This is entirely dependent on the number of hours you work and the hourly wage you receive in your positionWhat can you spend your earnings on?ANYTHING!! FWS earnings do not need to be spent on school expenses- you may use your earnings to pay for personal expenses as well
36Switching EmployersStudents participating in the FWS program may not work in more than one (1) FWS position at the same timeIf you switch employers during the FWS award period, you must notify the FWS office by submitting a new Work Authorization form IMMEDIATELY**If you get another non-FWS position, you must speak with your department’s payroll person to be sure that your earnings with the two employers do not overlapIt first says that you can’t have two jobs, then it says that you should be sure that your earnings with TWO employers do not overlap. There is a gap in the information here that I am not sure how to fill in…
37Work Expectations You may not study while at work You must dress appropriatelyEmployers need reliable workers – you must be productive while at workYou must adhere to your selected scheduleAnd notify your employer if you will be late or outContact your employer or call for emergency closing information
38Performance Evaluations and Raises It is important to discuss job responsibilities and work expectations with your supervisor prior to starting workWe ask employers to give you a written performance evaluation at least once a semesterEmployers may offer you a pay raise after you have worked in that department for more than 12 months if they feel your job performance warrants an increase**An increase in your FWS award is not grounds for a pay rate increase
39The FWS Handbook Discusses all FWS policies and procedures in detail Available on-line at